Do you have a ton of paper staring at you in your office or on your kitchen counter? Most of the time this is a big complaint.

Are some of those papers your monthly bills?

Many of us have files we’ve labeled “Telephone”, “Utilities”, “Water/Garbage”, “Cell Phone”,  ”Credit Cars”… Sound familiar? We’ve set up these folders because that’s how our parents used to do it. So when we moved out of their home we did the same thing. Only, we hate to file them. Do you really need to keep those bills?

Probably not. While what I am going to say may make you feel a bit queasy or uncomfortable, I say it to help you eliminate the paper monster in your life.  No, I am not recommending that everyone go paperless, don’t worry.  I am recommending, however, that you embrace technology. Create passwords to your utilities, phone, and credit card accounts so you can access your information online at any time. Get comfortable with their websites so you begin to use this valuable resource.  You can look up past bills, see recent statements at the touch of a button. If you are reading this blog then you have access to the internet so use it and eliminate the need to keep all those paper bills.

It’s okay if you still want to get your paper statement (or your can request that they be sent to your email in box).  The point here is that you don’t need to file or keep those bills. After you pay a bill, shred it. The information’s still there online any time you need it.

So get comfortable and let go (if you haven’t already) – I double dare ya!

2. Give gift receipts with your gifts and toss the original receipts.

3. Reduce junk mail by registering with DMAChoice.org.

4. Throw away those small-dollar-amount cash receipts before you even get home.

5. Call the charities you no longer support and request to be removed from their mailing list.

6. Put your magazine subscriptions on a diet.

7. Scan your recipes and get rid of the sheets of paper and recipe cards.

8. Shred your medical explanation of benefit statements after you review them.

9. Throw away those investment prospectus reports if you’ve never read them then request online copies only.

10. Eliminate the other language portions of your product manuals.

I want less paper to deal with in my life and I have a scanner. So where should I start?

I decided to start with my collection of recipes.

So where do I store the recipes electronically? Whatever I store them on has to be able to be taken into the kitchen to use while cooking.

I decided to use my iPad. (A laptop or a smartphone would work too)

What program should I use to capture my recipes? It needed to be easily accessible and easy to use.

I decided on Evernote.

Here’s what I did:

1. Created a Notebook in Evernote called “Recipes”
2. I started by transferring my recipe box and loose paper recipes using my scanner.

Read this post if you want to know what kind of scanner I use.

Here’s an example of a scanned recipe card:

 I went to my mother-in-laws during Christmas and wanted her yummy cookie recipe, so I took a picture of it.

Here’s what it looks like:

Then I was out at the store and forgot to add ingredients to my shopping list so I looked the recipe on the internet using my smartphone. Then saved it to Evernote on my phone. (Evernote syncs with ALL your gadgets)

Here’s the recipe that was found on the internet:

I also just opened up Evernote and typed in a recipe that was very hard to read when scanned.

Here’s the recipe I typed and saved:

Evernote also allows you to use “Tags”; think of them as keywords. So I added tags to every recipe. That way when I want to make something with the ingredients I have on hand, I just type in the ingredient and all recipes with that ingredient comes up.

Aside from using the Tags feature, Evernote also has a search function, references the URL from things captured on the internet and allows me to make notes directly to my recipes, regardless of how they were entered in.  I can notate for example, that I use canned tomatoes instead of fresh and did not use salt. If someone asks me for a recipe, that’s simple too. I just click on “Share” and I can send it via email, facebook, twitter or using a link! Awesome!

I have over 150 recipes in my Evernote cookbook.  I still need to cull through the other cookbooks I have (I only use them for 3-4 recipes) and get those into my Evernote. Then I will pass those cookbooks onto my apartment dwelling, bachelor sons or donate them!

Are you going online and finding recipes, then printing them out to make? If so, you may want to check out Evernote and say goodbye to the paper and save your printer ink!

While there are many ways to organize, I have found that my clients who feel disorganized handle their “stuff” in one of three ways.  These are names for the kinds of disorganization that I often encounter.

The Pilot

This person loves to “pile it” (that’s why I call them a pilot). In their home or office you will find things stacked vertically. It may be papers, books, or clothes; they may be stacked neatly or haphazardly but they are piles nonetheless. These pilots will often say that they know exactly where everything is and they’re right… it’s in a pile!  How are they comfortable organizing this way? Are they really comfortable organizing this way? The answer is yes.  In Lanna Nakone’ s book, Organizing for your Brain Type, she states that this type of person should embrace their stacking preference but limit the number of piles, save less stuff to begin with, and use clear containers.

The Flight Attendant

Visualize the flight attendant on a plane – you walk onto a plane, they have everything neat as a pin and are smiling brightly. But they have a secret place, a closet of sorts. There, all of the tools for their job are hidden away – the beverage cart, coffee carafes, garbage bins, magazines, coats, and who knows what else.  A person who organizes like a flight attendant has a neat and orderly appearance on the outside but don’t dare look in their closets, laundry room or desk drawers! In fact, many of us have been quasi flight attendants in our lives – company rings the doorbell and with one swoosh we clear the papers off the kitchen counter into a bag and throw it in the pantry. Many people become flight attendants in their attempts to organize because they never get around to actually organizing and use closets, boxes or any close-able area to stash things when they want a sense of [eace in their environment.

Crop Duster

This person has it all spread out.  Just like a little crop duster, making sure to cover every nook and cranny. Every horizontal surface is covered with dishes, papers, projects, etc.  When the crop duster person begins to think about getting organized, they are instantly overwhelmed because they do not know where to start. They are paralyzed and cannot take action. Barbara Hemphill, author of Taming the Paper Tiger at Home, says that clutter is postponed decisions.  This person just cannot make a decision about what to do with the “stuff”.

The benefits of Planner Pad:

• Monthly view
• 2 pages weekly view
• Different sizes calendars to choose from
• Space for roles, tasks, and appointments
• Room on the weekly pages to capture bits of information
• Designed to make all aspects of your life funnel into each week, in one place

Click here to See the Planner Pad video

Remember kindergarten? Specifically, do you remember the kindergarten routine? I had a chance to visit a kindergarten last year. My client at that time was a kindergarten teacher.  Not much has changed in the kindergarten classroom since my kids were in kindergarten. There’s still the reading/story time area, the activity tables, the colorful bulletin boards and the art area. What also hasn’t changed in kindergarten is the importance of routine. Every kindergartner knows what happens in their classroom when they first arrive, then what happens next and what comes after that – all the way to the end of  their day.

Just like kindergarten, we all have routines. Having a routine helps you get through your day smoothly. It’s predictable and heck, most times it’s downright comfortable.

Do you need to get a handle on your routines? Sometimes our routines need to be re-evaluated, adjusted and/or added to.

Re-evaluate

Is your routine working?  Is there room for improvement? Is the routine an old habit that no longer serves you? Is it time for a change? Our lives are not stagnant so sometimes the routine needs an adjustment. Take a moment and assess what part of your routine is working and what may be missing.

Adjust

The first adjustment that might need to be made is your outlook.  Do you have a good attitude towards this routine or do you do it begrudgingly? If your routine no longer serves you, be realistic- say good-bye and stop doing it. Often a routine simply needs to be tweaked or changed a little depending on the present day situation. Sometimes just shifting the time of do in which you do a routine will make it more effective or work better in your day. Make small adjustments at a time and give yourself time to get used to them.

Add

If you are happy with the routines you have, is there another routine you would like to establish? The best way to create a new routine is to pair it with an existing routine. Plot out the new routine and begin to establish it, but give it time. It takes time to get “in the groove” of a new routine and have it established.

“You have to have consistent effort to win the game, period.” -Chris Smith

Once you have a handle on your routines, don’t forget to periodically revisit these three steps –  reevaluate, adjust, and add – to keep your routines working optimally for you.

This month is National Get Organized Month. Every January the National Association of Professional Organizers and it’s member chapters endeavor to publicize the benefits of organization and the services that are provided by our industry. There are many areas of specialty within the Professional Organizer industry – from home staging to business productivity to move managers. There are specialized training courses for many different populations - seniors, hoarders, people with disabilities, and children.  Getting organized helps people with time management, productivity, family management, and relieves stress and anxiety. Here are some of the reasons why professional organizers are hired and which areas are most often organized. This information is found on the National Association of Professional Organizers website, www.napo.net:
Top reasons professional organizers are hired

1. Too much clutter
2. General disorganization
3. Difficulty determining what to keep and/or discard
4. Difficulty finding things
5. Selling a home or moving

Top areas in a home where organizing services are most often requested

1. Home Office or Den
2. Kitchen
3. Closet
4. Master Bedroom
5. Garage/Attic/Basement

I’m not a huge fan of making resolutions anymore; most people do not take resolutions made on New Year’s Day very seriously.  However, if you are ready to take the first steps to getting organized this year, then download my ebook, Project Simplify. It includes monthly goal sheets to help you plan the first steps to getting your organizing projects done.

Receive your free gift today!  Just go to the top right of this page and submit your name and email.  Then check your email!  You will have the link for your free download!   It’s my gift to you this month as you begin to get organized!

 Linking to:

I was having a crazy Monday yesterday; lots of things to accomplish for work, preparation for company arriving this weekend, setting up meetings with new clients, making more doctor appointments, etc.  I felt like I had a mountain of things to do and only a small amount of time to do it in.  I’m sure you have had one of those days.  In the moment, my anxiety level was increasing, I felt stressed, and everything seemed to be whirling out of control.  Well today is Tuesday, so I obviously survived.

Here are the 3 things I did that helped me to not only survive but have better control of my day and be more productive. I am sharing in hopes that they will be useful to you when you feel the way I did yesterday.

1. Breathe- I had to stop the frantic thoughts from bouncing around in my brain. I had to gain some real perspective about my situation.  I did this by taking about 15 minutes to remove myself from my office and sit in silence.  There were many thoughts pushing to fill my mind, but I made a conscious effort to clear my mind and just be quiet.  I drank a cup of coffee and just breathed. I have heard of the many benefits of meditation and those 15 minutes of stillness was my version of meditation.

   

2. Make a list – The thoughts and ideas were still there after ward and rather than push forward into my busy day, I had to get everything out of my head.  I did this by what I fondly call ‘brain dumping’.  I just capture every thought that comes to mind on a master list.  You can do this on paper but I use Wunderlist.  I categorized everything by type of action (see list on right). When I was finished making the list, I went through and assigned a due date to each item and put a star next to the highest priorities.

3. Use time blocking – In the book, The 4-Hour Work Week, Tim Ferris calls it, “batching”.  Essentially is it a method of working that has you do all similar tasks in the same block of time.  For example:  I made all my phone calls, one after the other, and then went on to compose all the emails I had listed on my Wunderlist.  Rather than making a phone call, sending an email then making another call, you do the same task back to back before moving onto another set of tasks.  This greatly enhances your focus as well as your productivity.

Try this and let me know if it helps you on your next high anxiety – stressful – out of control day!

By the way, your Tool Tuesday feature is Wunderlist! Check it out online.

For about a year now I have been putting something out there on the social media sites on Tuesdays.  So many people ask me  for recommendations of productivity and organizing tools. It occurred to me that I should be putting these tools here on the blog! So starting today…

Welcome to Tool Tuesdays!

Today’s tool spotlight is GripIt

GripIt is a flat organizer that has rubberized elastic bands designed to hold objects of all shapes and sizes in place.  Unlike a pencil case or accessory bag where your things get jumbled and you stab yourself trying to fumble around and find things, GripIt allows you easy access to your small objects.  Here are a few uses for the GripIt:

• Back to School – pens, pencils, highlighters, Post-Its, calculators, iPods, earbuds, chargers, hand sanitizer

• Diaper Bag – diaper ointment, nail clippers, thermometer, pacifier, bib, extra socks

• Purse – pens,mirror, checkbook, Bluetooth, charger, small notepad, hand sanitizer, chapstick

• Gaming – extra cords, chargers, small game cartridges, accessories, timer (so they don’t play too long!)

• Sewing Kit – thread, pins, scissors, seam ripper, measuring tape, safety pins, ruler

• Mobile Office – pens, highlighter, smart phone, earbuds, flash drive, charger,, business cards

• Beauty – makeup, brushes, lipsticks, liners, lotions

• Tools to Go – screwdriver, pliers, allen wrenches, flashlight, wrench, scissors, zip ties

If you’d like to try GripIt, you can order direct from my store at www.clevercontainer.com/Natalie.  Let me know how you use your Grip-It.

Once a year at the Declutter Your Life Meetups, we have “The Great Tip Exchange”. Members bring in or tell us about neat organizing tools and strategies they use to stay better organized.  The ideas range from nifty little gadgets to whole processes.  Here is a sampling of ideas shared from this year’s tip exchange:

• As a caregiver, use a binder to keep important documents. Keep it in the car. Include things like medical power of attorney, advanced health care directives, list of doctors and medications, etc. Binder recommendation: Bindertek.

• Organize your tote bag or purse using a product called Purse To Go Pockets by PurseBling. 

• Keep a timer in your office and use it to curtail the time you spend surfing the net.  You can get timers right now at the Dollar Store – what a bargain!!

• Use a labeler to label your cords; those in use and those you have stored away. Can also use empty toilet rolls to keep extra cords organized and stored away.

• Card Reader to easy download things from SD cards into your computer via the USB port.

• When traveling, use a small purse to keep your money, passport, and boarding passes close to you and easily accessible. Travelon has a great product for this.

  

• Get a scanner to scan important documents onto a flash drive to keep in a safe deposit box. I have a video on my blog that shows the scanner in action!